Business Manager

Stony Brook Eastern Long Island Hospital; Stony Brook (NY); On-site; USD 52,000 - 68,000; Full time

Benefits offered by this job

$4,000 UUP annual location pay

Job summary

Stony Brook University seeks a Business Manager/Senior Staff Assistant to lead financial, administrative, and operational support for the University Police Department. This full-time role oversees budgets, procurement, invoicing, and financial reporting, ensuring compliance with SUNY and federal policies while supporting ERP transitions and multi‑fund accounts.

The position requires a Bachelor's degree and 3 years of relevant experience, with strong skills in MS Office, Google Workspace, and

Qualifications

• Bachelor’s degree and 3 years of progressive full-time experience in administration, business operations, financial analysis, or related areas.
• Experience supporting budget management, financial reporting, account reconciliation, procurement, and/or financial transactions.
• Experience preparing or analyzing financial reports, tracking departmental accounts, and resolving discrepancies; supervisory experience.
• Proficiency with Microsoft Office Suite (Excel, Word), Google Workspace, and database/reporting tools.
• Must have and maintain a valid NYS driver’s license.

Responsibilities

• Lead day-to-day business, financial, administrative, and operational support for UPD under the Division of Enterprise Risk Management.
• Oversee budgets across multiple funding streams and prepare cost projections and analyses.
• Reconcile accounts using financial systems and maintain audit-ready documentation.
• Oversee procurement activities and vendor contracts; ensure compliance with SUNY and University policies.
• Supervise administrative staff and manage personnel actions and transactions.
• Provide financial guidance and support ERP transitions (WolfieOne) and grant administration.

Skills

Budget management

Financial analysis

Procurement

Supervisory experience

Excel

Google Workspace

Data reporting

Education

Bachelor's degree

Tools

Microsoft Excel

Microsoft Word

Google Workspace

Database/reporting tools

Job description

Job Description - Business Manager (2603066)

Business Manager

Required Qualifications (as evidenced by an attached resume):

Bachelor’s degree (foreign equivalent or higher). Three (3) years of progressively responsible full-time experience in administration, business operations, financial analysis, or a related area. Experience supporting one or more of the following: budget management, financial reporting, account reconciliation, procurement, and/or financial transactions. Experience preparing or analyzing financial reports, tracking financial transactions or departmental accounts, and identifying or resolving discrepancies. Supervisory experience. Proficiency with Microsoft Office Suite (Excel, Word), Google Workspace, and database/reporting tools. Must have, keep and maintain the appropriate valid NYS Driver’s License; have a motor vehicle record which is free from major violations or a pattern of repeat violations. (***Out-of-State Applicants, see "Special Notes").

Preferred Qualifications:

Advanced degree (foreign equivalent or higher). Prior experience with SUNY financial, procurement, and ERP systems (e.g. WolfMart, SUNY BI, SBU Reporting, PeopleSoft, WolfieOne/Oracle). Experience managing multi‑fund accounts governed under different policies and procedures (i.e. State, IFR, DIFR, SBF, Grants, Hospital/Healthcare funding). Experience working in a university, healthcare or public‑sector environment. Prior purchasing, contract management, or grant administration experience.

Brief Description of Duties:

The Business Manager is responsible for leading all day-to-day business, financial, administrative, and operational support functions for the University Police Department (UPD) within the Division of Enterprise Risk Management. This includes oversight of capital and operational budgets, procurement and invoice management, financial reporting, IFR/DIFR account management, grant administration, personnel transaction review, and supervision of administrative/business office staff for all areas under the University Police Department. The Business Manager ensures compliance with University, SUNY, State, and Federal policies; provides financial guidance to departmental leadership; manages complex multi‑fund budgets; and supports strategic planning for both Main Campus and East Campus operations, including LISVH, MART, Children’s Hospital, and healthcare off sites. The role requires strong analytical skills, the ability to manage multiple priorities in a fast‑paced environment, and a high level of accuracy and confidentiality. The Business Manager will report directly to the Director of Enterprise Risk Management Business Operations.

• Budget & Financial Management:
  • Develop, manage, and monitor all departmental budgets across multiple funding streams, including State, DIFR, IFR, SBF, University Hospital, LISVH, and grant accounts.
  • Prepare annual and monthly cost projections, spending plans, and financial analyses.
  • Reconcile accounts using E#RAS, SUNY BI, SBU Reporting, and other financial systems; verify revenue, allocations, and expenditures.
  • Prepare and maintain the Campus Budget Module, ensuring accurate projections based on detailed departmental needs.
  • Conduct cost benefit analyses for departmental purchases and operational initiatives.
  • Analyze IFR collection reports, identify trends, and recommend improvements to increase collections.
  • Prepare IFR rates, semiannual IFR accrual reports, and IFR rate reviews to ensure compliance.
  • Maintain schedules of billable overtime; invoice internal/external agencies and process expenditure transfers.
  • Support financial planning for MART, Children’s Hospital, East Campus operations, and healthcare sites.
  • Assist leadership with financial and operational transitions during ERP system implementations (WolfieOne) and suggest ongoing workflow/policy enhancements.
• Procurement, Purchasing & Financial Business Functions:
  • Oversee all departmental procurement activities, ensuring compliance with SUNY and University policies.
  • Supervise purchasing activities, track vendor contracts and service agreements, prepare cost-benefit analyses for major purchases, and resolve complex billing or vendor discrepancies.
  • Approve and monitor departmental purchases in WolfMart; manage contracts and vendor relationships.
  • Create and maintain detailed tracking spreadsheets for purchases, inventory, and projected expenses, including processing journal entries, forecasting cash flow, and maintaining audit‑ready documentation.
  • Manage interchange accounts, where necessary, ensuring accurate pass‑through expenses and year end zero balance reconciliation.
  • Compare departmental accounts across multiple systems; identify, track, and resolve discrepancies.
  • Coordinate with Procurement, Accounts Payable, Accounting, and other stakeholders to resolve financial issues.
  • Assist with inventory management, ordering, and delivery issues related to workflow processes.
• Personnel & Administrative Operations:
  • Supervise Business Specialist and administrative staff in accordance with State and University policies.
  • Oversee the hiring, training, evaluating, and development of staff to ensure adequate coverage for administrative functions.
  • Review personnel actions and PeopleSoft transactions for accuracy, budget impact, and line‑number management; monitor payroll records and resolve discrepancies with appropriate staff.
  • Oversee departmental administrative functions, filing systems, and records retention to ensure compliance with university policies and procedures.
  • Develop and maintain Standard Operating Procedures (SOPs) relative to administrative/business functions.
  • Provide ongoing training in purchasing, time and attendance, office procedures, and financial systems, and implement best practices and cross‑training to improve efficiency and continuity of operations.
• Financial, Grant & Strategic Operations:
  • Support leadership with financial guidance and grant management, including maximizing grant resources, researching funding opportunities, coordinating proposal submissions, maintaining grant financial records in accordance with Federal guidelines, and preparing quarterly reports.
  • Ensure initiatives comply with grant requirements and applicable policies; conduct research and statistical analysis to provide actionable information and support ERM leadership decision‑making.
  • Provide administrative, financial, and analytical support for departmental projects, and special initiatives as assigned.
  • Collaborate on University committees, initiatives, and special projects as assigned, providing analytical and operational support to advance organizational goals.
• Other duties or projects as assigned as appropriate to rank and departmental mission.

Special Notes:

This is a full‑time appointment. FLSA Exempt position, not eligible for the overtime provisions of the FLSA. Minimum salary threshold must be met to maintain FLSA exemption.

In addition to the employee's base salary, this position is eligible for $4,000 UUP annual location pay, paid biweekly.

Essential Position:

This has been designated as an essential position based on the duties of the job and the functions performed. Positions that are designated as such may be required to report to work/remain at work even if classes are canceled, and the campus is working on limited operations in an emergency.

Out‑of‑State Applicants:

***Out‑of‑State Applicants: Please note as a condition of employment and in order for this position to be tendered, the successful incumbent will be required to provide evidence of a valid license and driving abstract from the state issuing the license within five business days of a conditional offer and must obtain a NYS driver's license within 30 days of start date.

For this position, we are unable to sponsor candidates for work visas.

Stony Brook University is committed to excellence in diversity and the creation of an inclusive learning and working environment. All qualified applicants will receive consideration for employment without regard to race, color, national origin, religion, sex, pregnancy, familial status, sexual orientation, gender identity or expression, age, disability, genetic information, veteran status and all other protected classes under federal or state laws.

If you need a disability‑related accommodation, please call the university Office of Equity and Access (OEA) at [phone] or visit OEA .

In accordance with the Title II Crime Awareness and Security Act a copy of our crime statistics can be viewed here .

Visit our WHY WORK HERE page to learn about the total rewards we offer.

The starting salary range (or hiring range) to be offered for this position is noted below, it represents SBU’s good faith and reasonable estimate of the range of possible compensation at the time of posting.

Job Number:

2603066

Official Job Title : Senior Staff Assistant

Job Field

Administrative & Professional (non-Clinical)

Primary Location

Department/Hiring Area : University Police Department

Schedule

Full-time

Shift

Day Shift

Shift Hours : 8:00 a.m. - 4:30 p.m.